Spa Receptionist – Work Deliverables
The Spa Receptionist serves as the first point of contact for patients and guests, ensuring a professional, welcoming, and compliant experience. This role oversees front desk operations, appointment scheduling, patient intake, payment processing, and administrative support while maintaining strict adherence to HIPAA privacy standards and California employment requirements.
Core Deliverables1. Front Desk & Guest Relations
- Greet and welcome patients, guests, vendors, and team members professionally and warmly.
- Answer, screen, and direct phone calls promptly and courteously.
- Provide exceptional customer service and create a positive first impression.
- Assist with guest inquiries, concerns, and special requests.
- Coordinate smooth client arrival, check-in, check-out, and departure experiences.
- Maintain a luxury, clean, and welcoming reception and waiting area.
2. Appointment & Scheduling Management
- Schedule, confirm, reschedule, and manage client appointments.
- Coordinate appointment availability with providers and spa management.
- Maintain accurate scheduling records and calendars.
- Support efficient daily patient flow and front desk operations.
3. Client Experience & Retention
- Educate clients on available services, memberships, and treatment packages.
- Confidently present and discuss packages, promotions, and service offerings.
- Support clients in understanding treatment recommendations and next steps.
- Conduct client follow-ups to ensure satisfaction and encourage retention.
- Collect client feedback, testimonials, and online reviews.
- Maintain personalized client service by tracking preferences and treatment history.
4. Client Records & Compliance
- Maintain accurate client records, notes, and service preferences.
- Update client protocols and documentation as requested.
- Ensure all patient information is handled in compliance with HIPAA regulations.
- Protect confidentiality and maintain secure record-keeping practices.
5. Billing, Payments & Membership Management
- Process client payments accurately and efficiently.
- Prepare and issue invoices as needed.
- Manage membership enrollments, renewals, and related transactions.
- Assist with payment reconciliation and front desk financial records.
6. Administrative & Operational Support
- Support daily administrative and reception operations.
- Assist with office organization and inventory/supply coordination.
- Maintain accurate documentation and operational records.
- Provide general administrative support to the Spa Manager and clinical team.
7. Team Collaboration & Special Projects
- Collaborate effectively with the Spa Manager and cross-functional teams.
- Assist with special projects, events, and organizational initiatives.
- Support onboarding activities and coordination with new hires when needed.
- Maintain positive working relationships across all departments.
- Perform additional duties and special assignments as required to support business operations.
Key Performance Deliverables
- Professional and welcoming client experience.
- Efficient appointment scheduling and management.
- Accurate client record maintenance and HIPAA compliance.
- Timely payment processing and membership administration.
- High client satisfaction, retention, and review generation.
- Organized, luxury-standard reception environment.
- Reliable administrative and operational support.
Ready to Apply?
If you're inspired by the opportunity to support a purpose-driven team while delivering operational excellence with care, we’d love to hear from you!
Please submit the following to [email protected]:
- Your updated resume
- A brief note sharing why this role excites you
- A 2-minute self-introduction video via Loom.com, answering:
“Why do you believe you’re the best fit for this role?
Schedule & Compensation
- Status: Full Time
- Rate: $24–$25 per hour (based on experience)
Pay: $24.00 - $25.00 per hour
Benefits:
- Employee discount
- Flextime
Work Location: In person
